Office Manager and PA to Estate Director

Job Description

A central, trusted role supporting the Estate Director and ensuring the Estate Office operates efficiently, professionally and to a high standard with excellence.

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An exceptional Office Manager and Personal Assistant is sought to support the running of a busy family‑owned rural estate and property business and become the right-hand person to the Estate Director.

This is a central, highly trusted and varied position forming part of the Management team, ideally suited to a highly organised and experienced individual who thrives in a fast-paced, ever-evolving environment and takes genuine pride in bringing structure, initiative and seamless organisation to a busy Office and Estate Director, ensuring the Estate Office operates efficiently, professionally and to a high standard with excellence.

Working closely with, and in sync with the Estate Director, the successful candidate will become an integral part of the Estate by taking ownership, anticipating needs and ensuring everything behind the scenes runs smoothly and effortlessly with excellence. The individual will become integral to the business and Estate Director by taking ownership of administrative, organisational and operational matters overseen by the Estate Director, allowing the Estate Director to focus on personnel, strategic and Family-related priorities.

This is far more than Office management. It is a true PA role, requiring calm, discretion, anticipation, and a natural ability to stay one step ahead at pace.

A key purpose of the role is to act as the first point of triage for matters requiring the Estate Director's attention: protecting the Estate Director's time, anticipating priorities, staying one step ahead, progressing matters efficiently, and ensuring that important actions are not missed.

Working from a fast paced, busy Estate Office alongside a small team of talented and dynamic professionals, you will be the person the Estate Director relies on fully. This is not a role for someone who waits to be asked. You will anticipate, prioritise and solve issues before problems ever reach the Estate Director’s desk, learning and understanding their preferences to take ownership of many matters and ultimately giving back their time.

Hours and days of work:

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• 40 hours / week - Monday to Friday, 8.15am to 5.15pm, with one hour for lunch

Fully on site, no hybrid or remote working.

The package:

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• Starting £40,000 per annum (DOE)

24 days holiday, plus bank holidays

Employer Pension contribution of 9% (Employee 5%)

Life Assurance (after 12 months service)

Being part of a supportive, close-knit team

Opportunity to work in a beautiful part of rural Suffolk with good lunch time walking / running routes for those who enjoy getting some fresh air

A unique environment and a challenging and rewarding role with the opportunity to contribute to the Estate’s operational efficiency, environment, and its long-term strategic direction.

The role:

Executive & Personal Assistant Support

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• Provide exceptional PA support to the Estate Director, managing priorities, correspondence, meetings, travel, deadlines and confidential matters.

Act as a trusted gatekeeper, ensuring the Estate Director's time is used effectively and key actions are progressed.

Office Management & Administration

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• Oversee the day-to-day running of the Estate Office, ensuring professional, efficient and well-organised operations.

Manage office systems, contracts, records, compliance requirements, maintenance arrangements and administrative processes.

HR & People Administration

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• Support recruitment, onboarding, employee administration, training coordination and HR record management.

Assist with employment documentation, inductions and staff compliance processes.

Compliance, Policies & Governance

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• Maintain office, health & safety and employment-related compliance systems and records.

Support the development, implementation and review of policies, procedures and operational standards across the Estate.

Family, Meetings, Events & Stakeholder Support

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• Support the needs of the Family, where related to Estate matters

Organise meetings, prepare papers, take minutes and ensure actions are followed through.

Support the delivery of Estate events and liaise professionally with Family members, tenants, advisers, contractors and other stakeholders.

Systems, Technology & Continuous Improvement

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• Support digital transformation projects, records management and system implementation.

Identify opportunities to improve processes, efficiency and ways of working across the Estate Office.

Project Coordination

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• Lead and coordinate a range of Estate Office projects, from planning through to successful delivery, working closely with colleagues and external suppliers where appropriate.

Other

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• Undertake any other duties that may reasonably arise from time to time to support the smooth and efficient operation of the Estate Office and support to the Estate Director.

What we are looking for:

Someone with previous experience as a PA, EA, or Office Manager.

A background that has instilled precision, anticipation, discretion and the ability to successfully manage competing demands at pace.

Someone with exceptional attention to detail who is confident, articulate and highly organised, genuinely tech savvy and comfortable masterminding, implementing and adopting new systems and ways of working.

Someone ambitious and driven, who wants to grow within a business and take on real responsibility, and who is tactful diplomatic.

Above all, someone capable, resourceful and quietly brilliant, the kind of person who makes everyone else’s day easier. Their contribution will be so substantial that they will become indispensable to the Estate Director's day-to-day operations and the effective running of the Estate. xwwtmva

This is a wonderful opportunity for a talented, fast paced and driven individual to join a dynamic and well-resourced Estate and team, working closely with its Director in a role where no two days are the same.